Supreme Court of the Philippines

Regional Trial Court Branch 4

Butuan City
CLERK’S MANUAL OF OPERATION

I. INDEX OF DISPATCHING
The clerk is assigned to segregate orders according to the recipient depending on the parties required of
the subject of the order issued.

ALIAS WARRANT, 1st Alias Warrant, 2nd Alias Warrant

Drafted by the clerk, signed by the judge
NBI Main Office Note: attach order
NBI-Caraga Note: attach order
PNP Station of Jurisdiction Note: attach order
CIDG Main Office Note: attach order
CIDG-Caraga Note: attach order
**PDEA-Caraga (if drug case) Note: attach order

ORIGINAL WARRANT
Drafted by the clerk, signed by the judge
PNP Station of Jurisdiction Note: Attach Order

ORDERS: Probable Cause

Drafted by the clerk, signed by the judge
Prosecution
Police Station
Complainant

ORDERS: Commitment Order

Drafted by the Clerk, signed by the judge
Arresting Officer Important Substance of the Form-BAIL & SCHEDULE of PRE-TRAIL &
ARRAIGNMENT

Procedure: Check information whether or not the accused is

detained.

Arresting officer should present the accused to the RTC branch and
thereafter shall be issued the commitment order within the week.
Should the arresting officer fail to do so, the branch process server
shall PERSONALLY SERVE the commitment order on the Friday of the
week.

If the accused is from outside the city, CALL and REQUEST for the
presence of the arresting officer to personally pick up the order
along with the copy of the jail officer.

City/ Provincial Jail

ORDERS: Pre-trial/Arraignment/Notices
Notices are drafted by the clerk, signed by the Clerk of Court
Important notes: -Always impress documents with DRY SEAL (except for notices)
-Mailing envelopes should have a REGISTRY RETURN CARD clipped on the lower right
corner of the front portion of the envelopes.
Supreme Court of the Philippines
Regional Trial Court Branch 4
Butuan City
CLERK’S MANUAL OF OPERATION

Other orders drafted by stenographers or the COC, signed by the Judge

Prosecution
Defence Counsel
Accused/Jail Warden
Bondsperson
Complainant

ORDERS: Inhibition
Prosecution
RTC-OCC
Complainant

CONSTANCIA
Prosecution The Clerk of Court serves as the signatory
Defence Counsel

JUDGMENT
Prosecution
Defence Counsel
RTC-OCC
Accused
DOH (drug case)/
DENR (envi)
Probation Note: may not dispatch until there is a probation order, clip it at the
back of the record cover with a tickler “do not stitch”
CIDG

PROBATION ORDER-for 60-90 days investigation

Prosecution
Defense Counsel
Probation Office Note: attach Judgment & Information
Accused

FINAL DISCHARGE ORDER

Prosecution
Defense Counsel
Probation Office
Accused
PNP Regional Director
NBI Regional Director

Order: Release/Outpatient or Inpatient

Important notes: -Always impress documents with DRY SEAL (except for notices)
-Mailing envelopes should have a REGISTRY RETURN CARD clipped on the lower right
corner of the front portion of the envelopes.
Supreme Court of the Philippines
Regional Trial Court Branch 4
Butuan City
CLERK’S MANUAL OF OPERATION

Prosecution
Defence Counsel
DOH TRC OPS
Accused

Dismissal Order
Prosecution
Defence Counsel
RTC-OCC
Accused
DOH (drug case)/
DENR (envi)
Probation Note: may not dispatch until there is a probation order, clip it at the
back of the record cover with a tickler “do not stitch”
CIDG

II. NEW CASES

Cases that are newly filed with the RTC-OCC are raffled into the courts every week. The diagram below
shows the operational process of newly raffled cases.

III. DATABASE

The clerk keeps a database for parties intended for dispatching.

Important notes: -Always impress documents with DRY SEAL (except for notices)
-Mailing envelopes should have a REGISTRY RETURN CARD clipped on the lower right
corner of the front portion of the envelopes.
Supreme Court of the Philippines
Regional Trial Court Branch 4
Butuan City
CLERK’S MANUAL OF OPERATION

EXCEL SHEETS-An excel sheet with names, addresses, contacts of court clients maintained with the
following file names:

1.DIRECTORY-Government Offices, Lawyers, Accused, Complainant, Bondsperson, Case Number,

Status of the cases, and recent remarks

2. TRACKING_(month)(year)-Clerk’s tracking sheet of all recent documents that have been

dispatched, existing documents on file, received documents, warrants issued, resolved motions
etc.

3. MASTERLIST-An excel file containing ALL information about ALL cases raffled into the court,
maintained by the court COC

INDEX CARDS-All accused of cases raffled in this court have index cards containing the ff information
and specific format:

(Surname, First Name)

Criminal Case No. 23514 ------------For: “violation of ….”/”Qualified Theft”

page 23, Docket Book No. 1

Date Filed:
Date Raffled:

JUDGMENT/DISMISSAL (containing judge and date)

IV. DOCKETING

The Case Docket- Contains all the important details of the proceedings of a case. It is maintained by the
clerk and updated once in a while.

Important Entries: Date Filed, Date Raffled, Case Number, Case Title, Nature of the Case, Bail
Recommended

Very Important Entries:

Date of Proceeding, Presiding Judge & Dispositive portions of the following orders:

a.) Dismissal Order

b.) Order of Inhibition

c.) Judgment

d.) Promulgation of Judgment

e.) Termination of Probation

Important notes: -Always impress documents with DRY SEAL (except for notices)
-Mailing envelopes should have a REGISTRY RETURN CARD clipped on the lower right
corner of the front portion of the envelopes.